HQ Administrative Assistant

PAX; Red Bank (NJ); On-site; USD 42,000 - 54,000; Full time

Job summary

PAX is seeking a Headquarters Office Assistant to oversee daily operations at our headquarters, ensuring a well-organized and efficient workplace. You will handle deliveries, supplies, and staff inquiries while supporting multiple departments.

The role requires strong organizational, communication, and multitasking skills, with proficiency in Microsoft Office. You will coordinate meals, facilities, and vendor relations, contributing to a smooth, professional office environment.

Qualifications

• Experience in an office, administrative, or office operations setting.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Word, Excel, and Outlook.
• Ability to collaborate across departments and staff with professionalism.

Responsibilities

• Oversee daily office operations and keep the office organized and efficient.
• Serve as main contact for staff, visitors, vendors, and building management.
• Maintain and order office supplies and equipment.
• Coordinate marketing materials and support marketing initiatives as needed.
• Schedule and arrange office lunches and deliveries.
• Communicate with building management on facilities and maintenance needs.
• Manage parking passes for employees and visitors and track usage.
• Coordinate and track office deliveries and distributions.
• Schedule and support conference room and meeting spaces.
• Monitor office expenses, process invoices, and track purchases.
• Ensure common areas and workspaces are clean and stocked.
• Provide admin support to Marketing, Operations, and People & Culture/HR teams.
• Assist with special projects and ad hoc office needs.
• Adhere to company policies and the Health Code of Ethics.

Skills

Office administration

Organizational skills

Communication skills

Multitasking

Microsoft Office

Tools

Microsoft Office

Job description

Description

The Headquarters Office Assistant will oversee the day-to-day operations at our headquarters, ensuring a well-organized and efficient office environment. This role involves coordinating deliveries, maintaining office supplies, and assisting staff with office-related inquiries.

Key Responsibilities:

• Oversee daily office operations, ensuring the office remains organized, professional, and running smoothly.
• Serve as the main point of contact for day-to-day office-related inquiries from staff, visitors, vendors, and building management.
• Maintain and order office supplies, equipment, and other materials needed to support staff and office operations.
• Coordinate orders for marketing materials and supplies and provide general administrative support to marketing initiatives as needed.
• Coordinate office lunches, including placing orders and ensuring timely delivery and setup.
• Manage communication with building management regarding office needs, maintenance requests, access, and other facility-related matters.
• Coordinate and manage employee and visitor parking passes, including distribution and tracking as needed.
• Coordinate and track office deliveries, ensuring materials and packages are properly received and distributed.
• Manage conference room and meeting space requests, including scheduling and supporting meeting-related office needs.
• Assist with monitoring office-related expenses, processing invoices, and tracking purchases as needed.
• Ensure common areas, conference rooms, and workspaces remain clean, organized, stocked, and professional.
• Provide administrative and operational support to the Marketing, Operations, and People & Culture/HR teams as needed.
• Assist with special projects and other ad hoc administrative or operational needs that support the office and broader organization.
• Support office activities and operations in accordance with company policies and procedures.
• Abide by the PAX Health Code of Ethics and model the organization’s values.
• Perform other duties as needed within the scope of the role.

Requirements

• Previous experience working in an office, administrative, or office operations setting is required.
• Strong organizational and multitasking skills with the ability to manage multiple priorities.
• Strong communication and interpersonal skills, with the ability to interact professionally with employees, visitors, vendors, and building management.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Ability to work independently while also collaborating effectively with multiple departments and team members.
• Strong attention to detail and ability to follow through on day-to-day operational needs.
• Comfortable handling a variety of responsibilities and responding to changing or ad hoc office needs.